sap archiving and document access by opentext

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SAP OpenText ECM Solutions:

Archiving and Document Access


Business Value SolutionsTailored to meet specific SAP business process requirements

Logistics & Distribution

Sales Account Mgmt

Customer Billing & Service

Brand Asset Mgmt

Production and Operation Excellence

Procurement Excellence

Customer Excellence

Order to PaySupplier & Contract Mgmt

StrategicSourcing

Manage Employee Info

Talent Sourcing & Acquisition

Human Resources Excellence

Financial Excellence

Accounts PayableCollectionsCustomer

Invoicing

Data Archiving

Legacy Decom

Paper Archive

Elimination

Information Technology Excellence

RecordsMgmt

Reward & Retain

Expense Managemen

t

Production &

Quality Mgmt

Enterprise Asset

Management

ProjectMgmt

Sales Order Mgmt

Copyright © OpenText Corporation. All rights reserved.


SAP’s ECM Portfolio: An Expanding Partnership with OpenText

Employee File Management

Automate HR File administration and enable self service

scenarios

Invoice Management and

OCR

Minimize data capture effort and

human intervention.

Streamline accounts payable processes

Digital Asset Management

Optimized management of

rich media assets

Integrate media into marketing

communi-cations

Extended ECM

Complete ECM with productized SAP

Integration

Business Workspaces

Enterprise Records Mgmt

Archiving (Enterprise Library)Secure, compliant, cost-efficient storage of information

Document Access360 degree information access

TravelReceipts

Management

Automate receipt handling and

streamline expense

management process

Portal Content/ Site Mgmt

Document Mgmt Collaboration and

Site Mgmt embedded into SAP NetWeaver

Portal

Document Presentment

Automated document generation

personalization and multichannel distribution (e.g.

billing statements)

Resold ‘horizontal’ OpenText ECM Resold ‘Point Solutions’ from OpenText



Unmanaged Information Growth

System performance:- slow responding transactions- long running reports- frustrated end users

Paper heavy processes:- inefficient, complex business processes- poor collaboration- poor supplier & customer relationships

Long maintenance windows:- system backup and restoration take

longer and are more error prone- long running SAP system/client copies- resulting in high administration costs

Lack of a retention strategy:- data is online indefinitely without a

defined lifecycle- does not meet regulatory compliance

requirements- high risk

Data storage:- high storage costs due to large DB size- high storage & database administration

costs

Large, fragmented system landscape:- high infrastructure costs- high system administration costs

4

Typical Challenges faced by a large SAP customer without an information management strategy

Customer profile:• 1+ TB of SAP application data, growth rate ~15% per year• Thousands of incoming and outgoing documents per month• Several legacy systems that are still up and running


SAP Document Access by OpenText

Business Views360-degree views on SAP data and documents

Document ArchivingIntegrate business documents

with SAP transactions

SAP Archiving by OpenText

Business Value Increase efficiency Reduce TCO for IT

landscape Be compliant and

reduce risk

Data ArchivingSecurely store data files

SAP Archiving and Document Access



What is SAP Archiving?

Data Archiving is the process of moving infrequently accessed data from high cost Database storage to low cost Archive storage.Document Archiving securely stores original documents (FAX, PDF, DOC, TIF) and links them to SAP transaction data to make them accessible in the context of business processes.


SAP Document Access by OpenTextLook and Feel in SAPGUI

Information onthe business

object

Integration of paper flow

Integration of emails

Integration of SAP printout

Call SAP transaction

Displayoriginal

document

Integration of desktop docs



Key value drivers for SAP Archiving

• ↓ Storage costs (40%)– archiving results in smaller databases, reducing Tier-1 storage costs. Archived data is compressed and stored offline/NearLine

• ↓ Administration costs (40%) – smaller databases result in reduced administration overheads

• ↑ Application performance & Better utilization of system resources (10 - 20%)

• ↓ System downtimes during maintenance & backups (40%)

• Faster system restorations in case of unplanned outages.

• Reduced IT footprint – through reduced databases sizes and decommissioning legacy systems

• Mature, granular retention management for both SAP data & documents

• Streamlined, paper-less processes, achieved through document archiving. Reduce procurement, facilities costs and document management costs

• Regulatory compliance – meeting legal requirements through faster, accurate access to documents during claims, reviews and audits; thus reducing risk and costs of legal discovery


Reduce Storage and Administration costs

Common current state:• Tier-1 online database storage has

multiple redundancy levels and DR/HA resulting in higher storage costs

• Due to large databases, IT tasks such as backup & recovery, DBA activities, performance tuning are more time consuming and costly

Advantage with SAP Archiving:• Database size reduction and

storage of archives in lower-tier “near-line” storage yields significant reduction in all of the above costs

• Leaner databases results in reduced downtimes and faster recovery

• Cumulative 5 year storage & admin cost savings = ~5 Cr. INR

• NPV = ~2 Cr. INR• ROI in 1 year• assuming a current database size of 10 TB

and YoY growth of ~25%


Performance and Utilization

Common current state:• SAP users are negatively impacted by degrading performance of SAP

instances. Long running programs and reports• Paper-based processes cause further inefficiencies in routine operational

tasks

Advantage with proposed solution:• SAP database size is reduced, leading to improved performance of batch

jobs and user response times• Uses SAP-based workflows for routing documents to appropriate

individuals, without creating multiple paper copies - reduces processing time.

• SAP users have access to all relevant documents within SAP business process, without the need to search through physical documents

• Results in more efficient utilization of human resources as well as system resources


Paper-less processes

Common current state:• Inefficient and manual paper-based process generate a lot of physical

content, resulting in increased IT support & infrastructure, procurement and facility costs

Advantage with proposed solution:• Converts high manual and paper-intensive processes to electronic• Avoids creation of multiple paper copies - single digital instance of the

document with simultaneous access by many users• Provides a 360 degree view of data and documents within SAP, with easily

customizable business-centric folder based views.


Regulatory Compliance

Common current state:• Analysis and review costs are high due to lack of document organization,

multiple copies & versions, high search times and lack of retention policies• High risk of fine, penalty and litigation due to non-compliant record

retention management

Advantage with proposed solution:• Analysis and review costs are reduced dramatically by ensuring that single

instances of documents are available in long-term compliant storage with appropriate retention policies

• Significantly reduces risk of non-compliance & litigation• Provides a 360 degree view of data and documents within SAP, with easily

customizable business-centric folder based views, reducing search time and legal discovery costs


Highlights

Assuming a current database size of 10 TB and YoY growth of ~25%, archiving can yield ~ INR 5 Cr. cumulative savings over 5 years through storage and admin. costs alone

• ↓ Storage costs by 40%• ↓ Administration costs by 40%

Additional savings and efficiencies gained through:• ↑ overall application performance by over 10% (performance of some

reports & transactions will improve much more)• ↓ System downtimes by 40%• reducing procurement, facilities costs and document management costs by

20%• reducing risk of meeting compliance requirements by 90% and the costs of

legal discovery by 40%


Contacts

[email protected] |

+91 9819333774

[email protected] | +91

9731280808


Thank [email protected] | +91 99999 99999Thank You

sap archiving and document access by opentext

Documents

sap data

large sap customer

sap opentext ecm solutions

sap document access

sap transactionssap

tb of sap application

high storage costs

high administration